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Editorial Specialist, (Time-Limited)

Company: Harvard University
Location: Cambridge
Posted on: January 20, 2023

Job Description:

60435BRAuto req ID:60435BRJob Code:402042 Publications Coordinator Location:USA - MA - Cambridge Business Title:Editorial Specialist, (Time-Limited)Sub-Unit:------------ Salary Grade ( :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

  • Minimum of two years related editorial experience.
  • Must possess excellent attention to detail, verbal and written communication skills, and have an excellent command of grammar, punctuation, and spelling.
  • Must have the ability to own and manage complex projects independently.
  • Must be familiar with proofreading marks in hardcopy format and have the ability to input corrections with accuracy into both MS Word and Adobe InDesign files.
  • Exceptional customer-services skills are required.
  • Must occasionally work additional hours during peak periods during the year.
  • Strong computer skills with desktop publishing/design experience with Adobe InDesign and Acrobat, and Microsoft Word and Excel.Additional Qualifications and Skills:
    • Bachelor's degree strongly preferred ideally including coursework in English, journalism, publishing, or equivalent experience.
    • Project management and research experience preferred.
    • Excellent English grammar, spelling, proofreading skills, accuracy, and organizational skills.
    • Ability to collaborate effectively with alumni volunteers, staff, students, and vendors.
    • Ability to set priorities and meet deadlines for multiple concurrent projects while providing the highest level of customer service to the alumni community.
    • Experience with alumni relations preferred.Additional Information:This is a time-limited position with an end date of 6/30/24.This position requires a 3 month orientation and review period.Please include a cover letter with your application.Editorial skills testing may be a component of the interview process for this position.Why AA&D?We are a dedicated team of 400 alumni affairs and development professionals supporting Harvards advancement activity through roles that include front-line fundraising, alumni and volunteer engagement, technology, events, communications, prospect management and research, business process, talent management and many other areas.Harvards Alumni Affairs and Development team inspires and galvanizes alumni, friends, and members of the University community to support Harvard through philanthropy, governance, and active engagement. AA&D believes a workplace that reflects the diversity of our society and our ever-evolving University constituency makes us a stronger and more effective organization. Our goal is to create an environment of respect that values the many talents, perspectives, and experiences of our community, to deliver the strongest possible results by incorporating diverse perspectives into our daily work, and to make AA&D a great place to work for everyone. AA&D strives to live our values of respect, inclusion, trust, collaboration, innovation and sharing of information in our daily interactions and our work.To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at University Benefits: Information can be found at Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.Vaccine Requirements: The University requires all Harvard community members to be fully vaccinated against COVID-19 and it is strongly encouraged to stay up to date with COVID-19 vaccine boosters. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the Universitys COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the Universitys COVID-19 Vaccine Information webpage: Department:Harvard Alumni Affairs and DevelopmentPre-Employment Screening:Identity Job Function:Alumni Affairs and Development, CommunicationsPosition Description:
      • Works closely with alumni volunteers and University staff on the production of three to four Class Reports annually, providing excellent customer service and alumni relations at all times.
      • Writes marketing communications utilizing both the alumni and institutional voice for classes of assigned books (email messaging decks, web copy, print mailings and postcards, social media), adapting for alumni demographics and segmentation.
      • Works with alumni report chairs to prepare and schedule class mailings; write/send broadcast emails and social media posts; and provide recommendations on mailing design and content.
      • Provides developmental edit, copyedit, fact-check, and proofread of thousands of alumni-authored personal narratives for assigned books annually, editing for the alums colloquial voice and following an in-house style guide, the Chicago Manual of Style, and publishing laws around copyright, fair use, libel, slander, and defamation.
      • Writes drafts of front matter pieces for assigned book as needed for alumni volunteers.
      • Researches and writes obituaries.
      • Manages and resolves all book queries to alumni authors as early in editorial production stage as possible to ensure accuracy of entries in books.
      • Accepts and inputs both digital and hardcopy edits (utilizing proofreading marks) to books from managers and colleagues. Familiarity with interpreting proofreading marks in hardcopy and the ability to input corrections with accuracy to book files using Adobe InDesign is critical.
      • Manages alumni volunteers and University sta on communications, class participation, editorial decisions, potential issues, etc. Handles correspondence with authors, class secretaries, report chairs, printers, and others.
      • Manages reunion committee volunteer outreach to assigned classes to promote participation in Class Reports and oversees volunteer confidentiality forms and assignment of data lists and updates.
      • Develops creative strategies and programming to promote alumni participation in Red Books, e.g., writing prompts and write-a-thon program.
      • Manages production schedules and meets deadlines and mail dates of books preceding each quinquennial Reunion in the most cost-eective manner.
      • Designs and completes layout in Adobe InDesign for all assigned Class Report books, providing print vendors with print-ready PDF files.
      • Designs and completes layout in Adobe InDesign for all print marketing communication pieces for assigned classes, such as mailings (postcards, biographical questionnaire forms, letters, envelopes, etc.), providing print vendors with print-ready PDF files.
      • Supervises and trains assigned student workers who assist with book production: keying and scanning copy, research and fact checking, cross-referencing of indexes, use of specialized computer programs, etc.
      • Throughout production cycle incorporates address/status changes to Report in all segments: the Records of the Class section, Geographical Index, Obituaries; relates address/status change information to other departments as necessary (Data Governance, Reunions, etc.).
      • Reviews and edits copy for departmental and HAA-wide communications as needed.
      • Manages offices general email inbox.
      • Co-manages processing offices incoming mail and updating participation database with mail and email participation.
      • Co-manages answering oces telephone and handling general inquiries from alumni.
      • Provides light administrative support to assistant director and director as needed.
      • Updates offices shared server and organizations intranet site when appropriate with book information.
      • Contributes to team eort by accomplishing related duties as required.
      • Covers the HAA reception desk per the established rotation schedule when staff are working in the office.
      • Provides occasional alumni events support on campus during nights and weekends as necessary, schedule-permitting.School/Unit:Alumni Affairs and Development EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Job Summary:This position will be based on our campus in Cambridge, MA, in a hybrid work environment.We are seeking an Editorial Specialist on the Harvard Alumni Association team within Harvard Alumni Aairs and Development.Alumni Aairs and Development (AA&D) comprises the University Development Oce (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, and the Harvard Alumni Association (HAA). There is a unique relationship between the University and the FAS fundraising operations, resulting from a long history in which University fundraising ultimately grew out of College fundraising.Harvard Alumni Association (HAA)The HAA is the ocial association for all of Harvard Universitys alumni. The HAA is responsible for University-wide alumni initiatives and works with all Harvard Schools, including the FAS, to increase alumni engagement. The HAA is also the home of the Harvard and Radclie College Alumni Programs Oce. The HAA supports a global network of volunteers who organize alumni through Harvard Clubs, Shared Interest Groups, college classes, and graduate and professional School organizations.This role is responsible for the editorial production and mailing of three to four Anniversary Reports annually as part of Harvard Colleges historic Red Books program for alumni, a tradition dating back to the mid-1800s. The editorial specialist is responsible for leading and managing all phases of book production of assigned books, which includes alumni volunteer management, marketing and communications, all editorial work, design and layout, printing, and distribution of books. The editorial specialist leads the writing of all digital and print marketing communications in both the institutional and alumni voice and oversees all alumni outreach to ensure robust participation in books. Develops creative strategies and events/programming to promote participation in Red Books. Edits, proofreads, and fact-checks all alumni-authored narrative submissions for printing in books while adhering to an in-house style guide, the Chicago Manual of Style, and publishing laws. Researches and writes obituaries for assigned books. Designs, schedules, and approves all digital and print mail communications with internal business partners and external vendors. Provides exceptional customer service to alumni and key stakeholders across the University. Collaborates with colleagues overseeing reunion events and fundraising to develop coordinated outreach and communications to alumni. Evaluates data analytics from digital channels and refines/segments marketing communications to alumni accordingly. Supervises the work of student editorial assistants throughout editorial stages of assigned books. Runs data reports from alumni database. Answers phones, processes mail, and manages data tracking of participation and income for classes in internal database. Provides light administrative support to assistant director and director of the oce as needed. The ability to own and manage complex projects independently with a keen editorial attention to detail and strong command of the principles of grammar, punctuation, spelling, and style is critical to the success of this role.Commitment to Equity, Diversity, Inclusion, and Belonging:Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

Keywords: Harvard University, Cambridge , Editorial Specialist, (Time-Limited), Other , Cambridge, Massachusetts

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